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Outlook 2010 Training PPT

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									       MS Outlook 2010
Organize and Manage Information
Outlook Email, Files, Folders,
Contacts, Tasks and Calendars
                      About Outlook 2010
   MS Outlook 2010 is the latest version of Office programs it contains advanced features, and is
    specifically designed to be more intuitive and easy to use.
        Newer versions have added capabilities, and the ribbon which was introduced in MS Office 2007 and 2010. This version
         of Office tends to follow the current trends in the introduction of using more icons or pictures and less text. Microsoft
         continues to make updates and patches to this program to keep it functional and compatible with the newer versions of
         Office Programs that are available.
        Microsoft has just introduced Office 2013 and Windows 8.
    MS Outlook is great for organizing, storing, managing tasks, contacts, setting notifications on
    emails and creating task lists.
         With the ability to set for a date and time to do follow ups. This helps us become more efficient and manage our time.
   This tutorial is not intended to explain all of the shortcuts,
         or all the different ways of doing a task, which as you have experienced; there are several ways of accomplishing the
         same tasks in the Microsoft Programs.
   This tutorial is intended to give you a basic idea
         of the capabilities and how you can use this tool to improve your efficiencies and communications activities.


The nice things about this program is it has several advanced features and
many of the capabilities a CRM program often contains, and is compatible and
upgradable with other programs and applications.
About Outlook 2003
                 Organizing your Inbox,
                  Sent Items, and Email
Create folders in the Personal folder list.
                           1. Click on the Folder tab at the top of the screen on the
                           Ribbon at the top of your screen.
                           2. Click to select the folder location then Name the folder,
      save the folder by               press the enter button on your keyboard.
                           3. Now you can move your emails into the folder to save
                           and reference the sorted emails.
                           4. You can also make folders inside of folders and create
                           an electronic filing cabinet.
                           5. Example: Create a folder for a customer or vendor using
                           their Company name like Acme, inside that folder you
                           could make folders with names like Feb2012received and
                           Feb2012sent or any naming convention that suits your
                           needs and preferences.
Email Follow ups and Notifications
             Adding a contact from an email
1. Hover over the name or email address
2. A dialog box appears click on the drop down arrow next to the
ledger icon
3. Populate the data fields, shown on next slide.
4. Select Save and Close.
                       Organizing Contacts
1.   Click on Contacts in the Navigation Pane
2.   To create a new contacts folder, click on
     the Folder Tab.
3.   Name the folder, save the folder by
     pressing the enter button on your
     keyboard or clicking OK.
4.   Now you have a new contacts list or and
     can add more contacts to it and make
     distribution lists in if you choose.
5.   For example: Create a contact folder for
     Vendor’s and populate it with your
     vendor contacts. Create another folder
     for Customers and populate it with your
     customer contacts.
                                 Distribution Lists
1.   Click on Contacts in the
     Navigation Pane
2.   To create a new distribution
     list, click on the contact group
     tab, then, Add Members, then
     the click your choice of
     contact lists or Address Books
     or New Contact .
3.   Name the list.
4.   Select Members. Highlight
     the members you want in this
     list.
5.   Click on members then OK.
6.   Now you have a list that you
     can edit and update see next
     slide.
Choose members for new contact list.
Sample Distribution List
                           Sharing Contacts
1.  Click on Contacts in the
    Navigation Pane,
2. Then click on Share my
    contacts in the navigation
    pane, choose the people
    you want to share this
    calendar with.
3. Click the one of the 2
buttons to either request
permission to view the people
you chose to share contacts
with.
             Organizing Calendars

•   Appointments
•   Meetings
•   Scheduling Assistant
•   Creating calendars
•   Recurring Meetings or Appointments
                                Sharing Calendars
1. Click on Calendars in the Navigation Pane,
2. Then click on Share my calendars in the
   navigation pane, and do one of the following;
• To allow everyone in the network to share your
  calendars.
     –   In the name box , click default.
     –   Under Permissions, click on permissions level you want.
• To allow only specified people to share your
  calendars click Add.
     –    Now you can either type the name or choose from the
          drop down list.
     –    Under Permissions, click on permissions level you
          want.
            Creating Personal Calendars
•    Create a personal calendar to store
     private meetings appointments and
     reminders.
1.     Click on calendar in the Navigation
       Pane
2.     To create a new calendar, click on
       File/New/Folder
3.     Click to select folder, name the
       calendar, save the folder by pressing
       the enter button on your keyboard.
4.     Now you have a new calendar where
       you can store private appointments
       and meetings.
            Organizing Meetings and
                Appointments
1.   Click on Calendars in the Navigation Pane
2.   To create a new meeting, click on
     File/New/Meeting Request.
3.   The meeting form pops up. Populate the form
     with the details of the meeting.
4.   Select Attendees. Click on TO.
5.   Choose the members then OK.
6.   Enter the details of the meeting into the
     meeting form, then click send, on the tool bar
     at the top of the screen you will find the
     Recurrence button, click that and set the times
     frequency and details about the recurring
     meeting.
                           Managing Tasks
1.   Click on Tasks in the
     Navigation Pane
2.   To create a new task,
     click on File/New/Task.
3.   Enter the details of the
     task into the form that
     pops up.
4.   Then click Save and
     Close.
5.   Now you have a list that
     you can edit and update
     see next slide.
                 Organizing Tasks
• Now you can share a task list with
  anyone on the network.
• You can edit the details of the
  task by double clicking the task.
• The form with the details pops up
  and you can edit it in many ways.
• Tasks can also be set as recurring.
   Q & A 15 minutes
Thank you for your time.

								
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